Company Secretary (Administrative & Operations)

Company Description

Intelligent Capital is a pioneer Malaysian venture capital firm established in 2000. It is renowned for being the first Malaysian venture capital firm to raise 100% of its funds from private individuals and corporations.

Beyond venture investments, Intelligent Capital manages a diversified portfolio across funds, private investments, real assets, and properties. We operate in a hands-on, detail-driven environment that values structure, accuracy, and follow-through.

We are looking for a Company Secretary to provide comprehensive administrative, coordination, and operational support to senior management and ensure smooth day-to-day operations across the firm.

Key Responsibilities

Meetings, Scheduling & Administration

• Arrange, coordinate, and manage meetings, calls, and appointments.
• Maintain calendars, meeting invites, reminders, and follow-ups.
• Organise meeting logistics, including venues, virtual links, and materials.
• Maintain and update contact databases and business card records.

Travel & Logistics Coordination

• Coordinate travel arrangements including flights, accommodation, ground transport, and related bookings.
• Handle online check-ins, itineraries, and travel documentation.
• Manage airline mileage or rewards redemption where applicable.
• Coordinate visa applications and renewals as required.

Human Resources & Payroll Support

• Prepare appointment letters and basic HR documentation.
• Maintain staff records and employment files.
• Prepare monthly salary summaries and annual payroll summaries for management and external accountants.

Training, Memberships & Compliance Tracking

• Track and coordinate training programmes to meet annual requirements.
• Maintain training records, certificates, and renewal schedules.
• Manage renewal of memberships, subscriptions, access passes, and related administrative items.

Insurance, Personal Documents & Vehicles

• Coordinate renewal of personal, staff, and asset-related insurance policies.
• Track and manage passport renewals and related personal documents.
• Handle renewal of road tax, driving licences, and international driving licences.

Property Administration & Coordination

• Coordinate payment of sinking fund, service charges, and bank loan instalments.
• Monitor rental collections and follow up with tenants or agents when required.
• Track and verify utility bills.
• Coordinate tenancy agreements, renewals, move-ins, and move-outs with agents and building management.
• Handle tenant issues and complaints and coordinate resolution with relevant parties.
• Assist with property sales administration, including liaising with agents and following up on listings.

General Secretarial & Operations Support

• Maintain organised digital and physical filing systems.
• Track key dates, renewals, and deadlines across portfolios.
• Assist in preparing basic summaries, trackers, and reports for management.
• Liaise with lawyers, accountants, agents, insurers, and service providers as required.
• Maintain a high level of confidentiality and professionalism in handling sensitive information.
• Perform ad-hoc administrative and operational duties as assigned.

Required Experience and Skills:

• Bachelor's degree in Business Administration, Office Management, or a related field.
• Proven experience as a Personal Assistant, Executive Assistant, Company Secretary, or in a similar role, preferably within a corporate or industrial environment.
• Strong time management, multitasking, and organisational skills.
• High attention to detail with strong follow-through.
• Proficient in Microsoft Outlook, Word, Excel, and common cloud-based tools.
• Comfortable handling online portals, bookings, renewals, and digital documentation.
• Strong command of English (written and spoken) is essential.
• Proficiency in Bahasa Malaysia and/or Mandarin is an advantage.
• High level of integrity and discretion in handling confidential information.
• Able to work independently in a fast-paced, dynamic environment with sound judgment and professionalism.

Why Join Us

• Exposure to a diversified investment and asset management environment.
• Direct support to senior management and decision-makers.
• Structured role with clear responsibilities and expectations.
• Opportunity to grow alongside a reputable and established investment firm.